Procurement Associate

• At least 3 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Bachelor’s degree (or Diploma) in Business Administration, Supply Chain Management, Procurement, Commerce or another relevant field.

• Training or certification in procurement or logistics is an advantage.

• At least 3 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Minimum 3 years of experience in procurement or logistics, preferably in an NGO, humanitarian or donor-funded project.

• Practical knowledge of procurement procedures, including RFQs, tenders, comparative bid analysis, purchase orders and contract management.

• Experience in donor-compliant procurement; experience with UN or IOM funded projects is an advantage.

• Skills in market assessment, negotiation and supplier management.

• Ability to keep clear, accurate and audit-ready procurement records and documentation.

• Good computer skills, especially MS Excel and MS Word, for tracking and reporting.

• Integrity, attention to detail and the ability to handle confidential information and meet deadlines.

• Ability to work as part of a team in field conditions in camps and host communities, including flexible hours when required.

• Fluency in Bangla. Knowledge of local dialects of Cox’s Bazar will be an added advantage.

Project: Lifesaving and transitional support to refugees and host communities in Cox’s Bazar District, Bangladesh.

Location: Ukhiya, Cox's Bazar.

Duration: 5 Month (1 Nov ’26 to 31 March ’27)

Report to: Procurement Focal and Project Coordinator.

Job Context

PHALS is a non-governmental organization (NGO) working in the field of humanitarian assistance and development since 1996. In this continuation, PHALS is going to implement the Lifesaving and transitional support to refugees and host communities in Cox’s Bazar District, Bangladesh Project in Cox’s Bazar funded by FCDO and supported by IOM. We are seeking a qualified and skilled Procurement Associate who will be responsible for the timely, transparent and cost-effective procurement of goods, equipment, materials and services required for the project at Ukhiya in Cox’s Bazar District, including raw materials, packaging, machinery, spare parts, tools, personal protective equipment (PPE), training supplies and other project needs. The position ensures that all procurement follows PHALS policies and donor compliance, that purchases meet the required specifications and quality, and that records are complete and ready for audit, supporting the smooth operation of the soap production and livelihood activities for refugee and host communities. It requires practical procurement experience, attention to detail and a high level of.

Key Responsibilities

• Prepare purchase requisitions, requests for quotation (RFQs) and tender documents in line with PHALS procurement policy, the approved procurement plan and donor requirements.

• Identify, assess and maintain a database of qualified suppliers and vendors, and carry out market surveys and price comparisons to ensure value for money.

• Procure raw materials (such as soap noodles, additives and packaging), machinery, spare parts, tools, PPE, training supplies and office and field supplies as required by the project.

• Receive and register quotations and bids, prepare comparative bid analyses (CBAs), and support the procurement committee in evaluation and supplier selection.

• Prepare purchase orders and contracts, and follow up with suppliers on delivery schedules, specifications and quality.

• Coordinate with the Store and Warehouse Maintenance Officer on the receipt and inspection of goods, goods received notes (GRNs) and stock levels, and plan purchases to avoid stock-outs.

• Coordinate with the Project Manager, Chemist, Technical Experts and the Capacity Building team to clarify requirements and technical specifications before procurement.

• Maintain complete and organized procurement files, registers and tracking sheets, with all supporting documents ready for internal and donor audit.

• Support the preparation and regular update of the project procurement plan, and track the status of all procurement requests.

• Verify invoices, delivery documents and GRNs, and submit them to the finance team for payment in a timely manner.

• Ensure compliance with PHALS procurement policy and donor rules, and uphold transparency, fair competition and the avoidance of conflicts of interest.

• Arrange transport and delivery of goods to the production center and project sites, including coordination of camp access requirements where needed.

• Promote safe and environmentally responsible procurement, including safe packaging, handling and storage of materials, and report any accident, incident or near miss to the Project Manager and the ESS Officer.

• Prepare regular procurement reports and submit them to the Project Manager on time.

• Uphold PHALS’ values, code of conduct, and commitment to safeguarding and PSEAH (Prevention of Sexual Exploitation Abuse and Harassment) .

• Salary: BDT 40,000/- per month, and other benefits as per project budget.